International Journal of Engineering Sciences, 2(7) July 2013, Pages: 292-296

TI Journals
ISSN
2306-6474

International Journal of Engineering Sciences

www.tijournals.com

Contemporary Issues on Office Environment

Olagbegi P.O. 1, Kwasi-Effah C.C. 2, Ugbi B. A. 3
1

Department of Mechanical Engineering, University of Benin, P.M.B 1154, Benin City, Nigeria.
Department of Mechanical Engineering, University of Benin, P.M.B 1154, Benin City, Nigeria.
3
School of Mechanical, Aerospace and Civil Engineering, University of Manchester, United Kingdom.
2

AR TIC LE INF O

AB STR AC T

Keywords:

Though there are common beliefs that the office provides a safe environment in which to work,
many hazards exist which cause thousands of injuries and health problems each year among office
workers. When a perfect working environment is achieved for an employee, their productivity is
optimized. A survey was carried out in mechanical engineering department to evaluate the working
conditions of the lecturers offices. A total of sixteen (16) offices were studied and rated with
ergonomics standard. Standard deviations were calculated to know how far from the standard each
offices are. Each office was further correlated against each other to measure the similarities
between them. The discriminating power model was used to rate each offices. It was observed that
rooms within the consensual bandwidth are rooms that can be taken as a model for other offices.

Office
Safety
Hazard
Health
Ergonomics
Environment
Standard

2013 Int. j. eng. sci. All rights reserved for TI Journals.

1.

Introduction

The modern office environment presents an array of potential hazards that can be avoided by taking simple precautions [1,2, 3]. Despite
common beliefs that the office provides a safe environment in which to work, many hazards exist which cause thousands of injuries and
health problems each year among office workers. Since one-third of the work force is in offices, even low rates of work-related injuries and
illnesses can have an immense impact on employee safety and health [4,5, 6]. Sweeping changes have occurred in many work places as a
result of new office technology and automation of office equipment. Consequently office workers are faced with many more hazards
[7,8,9,10].In addition to obvious hazards such as a slippery floor or an open file drawer, a modern office may also contain hazards such
poor lighting, noise, poorly designed furniture and equipment and machines which emit noxious gases and fumes [11]. Even the nature of
office work itself can produce a whole host of stress-related symptoms and musculoskeletal strains. However, a standard office should
contain comprehensive toolset for the individual productivity with low risk factors or hazard [12].
In University of Benin, the official working hours scheduled for an average mechanical engineering staff is a total of eight hours in a day
(i.e 8am to 4pm). However, a closer look or observation of their staff shows that they spend more than eight hours in the discharge of their
duties [13]. Some of them spend as much as ten hours, while others spend the night in their offices especially during and immediately after
examination period. A closer look at their time table also shows that out of this time spent in their workplace, an average of three hours is
spent in the lecture rooms. From this observation, it shows that an average staff spends a greater time in his office than in the lecture rooms,
requiring greater attention to be paid on the comfortability of the office. If the working conditions are substandard, it might lead to stress,
illness thereby leading to poor performance and low productivity output. Thus, this paper addresses the issue encompassing office
environment, health and safety of staff in mechanical engineering department, University of Benin.

2.

Methodology

Questionnaires were developed to obtain information on staff opinion. Questions consisted of information on biographical data of the
respondent such as age, sex, educational status (level). The questionnaires were distributed to and collected from respondents, mostly by
hand. Sample consisted of 24 respondents. Respondents were asked to reflect on a Yes or No option. Data was also collated with various
methods of approach based on direct observations and personal interview. The ratings used to study the office in mechanical engineering
are shown in Table 1.
The correlation coefficient was used to compare one office to another and was used to obtain correlation coefficient which shows the
similarities and discrepancies between them.
The deviations from the standards were obtained by Equation 1.

x= Xij -XI
Correlation coefficient was obtained using Equation 2.
* Corresponding author.
Email address: Olagbegi@uniben.edu,
collinshicent@yahoo.com, blessingugbi@gmail.com

(1)

Contemporary Issues on Office Environment

293

Internat ional Jour nal of Engineeri ng Science s, 2(7) July 2013

r jk =

r jk

xy
x 2 y 2

(2)

Table1. Definition of the ratings for mechanical engineering department

S/N

Space > or equals to 1.2m

Space >1.0 but< 1.2

Space >0.9 but < 1.0

Space >0.8 but < 0.9

Space < 0.8

Brick

Plywood

Cardboard

Glass partition

Nothing

Blinds

Dark Curtain

Louvers

White curtain

Bare window

Installation of deflector

Chair away from AC

Chair under AC

Fan

Faulty deflector

Monitor backing the

window

Glare control by blinds

Glare control by curtain

Glare control by louvers

Monitor directly facing the

window

Rounded edge table

Flat blunt edges

Worn-out edges

Bare/damage edges

Sharp edges

Totally free space under

the desk

Space minimally
congested

space limited by waste

bin

Space limited by files

Congested space under the

desk

black non reflecting

surface and smooth

Dark brown shining

surface and smooth

Brown

White

Rough wood surface

Water dispenser

Bottle water

Personal package water

Sachet water

Water from tap

10

Wash hand basin in the

office

Washing hands after

lectures in self service
centers

Wiping hands with

personal handkerchiefs

Wiping hands with

personal clothes

No hand washing facility

11

Rest room inside the office

Using lecturers rest

room

Students

Bush

Home

12

Adjustable chair, swivel,

five castor wheels and with
breathable fabric on the
seat

Adjustable chair, five

castor wheels and with
breathable fabric on the
seat

Adjustable chair with

breathable fabric on the
seat

Adjustable chair with

worn out breathable
fabric on the seat

Non adjustable chair with

worn out breathable fabric on
the seat

13

Cushioned non worn out

chairs

Cushioned worn out

chairs

Plastic chairs

Bench

No chairs at all

14

>11m or equals to 11m

>9m but <11m

>7m but <9m

>5m but <7m

<5m

15

Non damage floor covering

Damaged floor covering

but covered with rug

Damage floor covering

but covered with carpet

Exposed damaged floor

covering

Foot mat

16

Conduit wiring of offices

Worn-out electrical
conduit wire

Taping of electrical
leads to the wall to keep
them off the ground

Overloading of
electrical outlets

Leads crossing the walkway

and frayed electrical leads

17

Automatic hand dryer

Hand towel

Handkerchief

Tissue paper

Personal clothing

18

Restricted

Lax

Lax

Lax

Lax

19

Automatic

Non automatic

Non automatic

Non automatic

Non automatic

20

15cm

>14cm but <15cm

>13cm but <14cm

>12cm but <13cm

<12cm

Table 2. Deviation of data for all the offices in the department

STD1
STD2
STD3
STD4
STD5
STD6
STD7
STD8
STD9
STD10
STD11
STD12
STD13
STD14
STD15
STD16
STD17
STD18
STD19
STD20
STD21

RM
125

RM
126

RM
127

RM
128

RM
129

RM
132

RM
133

RM
135

RM
136

RM
137

RM
138

RM RM
139 140

RM
141

RM RM RM
142 143 144

-1.3
0
0
0.1
-0.1
0.75
0.95
0.8
0.8
-0.2
-0.1
1.55
-2
1.15
0.3
-0.1
-0.8
0.3
0.1
0.95
3.4

2.7
0
0
0.1
-0.1
-0.3
0.95
0.8
0.8
-0.2
0.9
-2.5
0
1.15
0.3
0.9
-0.8
0.3
0.1
0.95
6.4

-1.3
0
0
1.1
-0.1
-0.3
0.95
0.8
0.8
-0.2
-3.1
1.55
0
1.15
0.3
-0.1
-0.8
0.3
0.1
-1.1
0.4

1.7
0
0
-0.9
-0.1
0.75
0.95
0.8
-1.2
-0.2
0.9
1.55
0
1.15
0.3
0.9
4.2
0.3
0.1
0.95
12.4

1.7
0
0
-0.9
0.95
0.75
-0.1
-0.2
-0.2
-0.2
-0.1
0.55
0
1.15
0.3
-0.1
-0.8
0.3
0.1
0.95
3.4

1.7
0
0
-3.9
0.95
0.75
-3.1
-3.2
-1.2
-0.2
-0.1
-2.5
1
-1.9
0.3
-3.1
-0.8
-4.7
-0.9
-3.1
-25

-1.3
0
0
-3.9
-2.1
0.75
-0.1
0.8
-3.2
-0.2
-0.1
-2.5
-3
1.15
0.3
0.9
-0.8
0.3
0.1
-3.1
-16

-1.3
0
0
1.1
-2.1
-3.3
-0.1
-0.2
0.8
-0.2
-0.1
-1.5
-3
-2.9
-0.7
-3.1
0.2
0.3
-0.9
-0.1
-17

2.7
0
0
1.1
1.95
-1.3
0.95
0.8
0.8
-0.2
-2.1
-2.5
1
1.15
0.3
0.9
2.2
0.3
0.1
-0.1
8.4

-2.3
0
0
1.1
-2.1
-3.3
-1.1
-0.2
0.8
-0.2
0.9
1.55
1
-2.9
-0.7
-1.1
0.2
0.3
0.1
-0.1
-7.6

-1.3
0
0
1.1
0.95
0.75
-1.1
0.8
0.8
-0.2
0.9
1.55
0
-2.9
-0.7
0.9
-0.8
0.3
0.1
-0.1
1.4

-1.3
0
0
0.1
-0.1
0.8
-0.1
0.8
-1.2
-0.2
0.9
-0.5
1
0.2
0.3
-0.1
2.2
0.3
0.1
-0.1
3.4

-1.3
0
-2
1.1
-2.1
0.75
0.95
0.8
0.8
-0.2
0.9
-2.5
1
-0.9
0.3
0.9
2.2
0.3
0.1
0.95
2.4

-0.3
0
1
1.1
2
-0.3
-0.1
-1.2
-3.2
-0.2
0.9
0.6
1
0.2
-0.7
0.9
-0.8
-0.7
0.1
-0.1
0.4

1.7
0
1
0.1
-0.1
-0.3
-0.1
0.8
0.8
-0.2
0.9
1.55
1
0.15
0.3
-0.1
-0.8
0.3
0.1
-0.1
7.4

-1.3
0
-1
1.1
-2.1
-0.3
-0.1
-1.2
0.8
-0.2
0.9
0.6
0
-0.9
-0.7
-0.1
-0.8
0.3
0.1
-0.1
-4.6

-1.3
0
1
1.1
0.95
0.75
0.95
-1.2
0.8
-0.2
0.9
1.55
1
0.15
-0.7
0.9
-0.8
0.3
0.1
0.95
7.4

Olagbegi P.O. et al.

294

Inter nat ional Journal of Engineer ing Sci ences, 2(7) July 2013

Table 3. Correlation coefficient of the offices

RM
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144

RM
125

RM RM RM RM RM RM RM
126 127 128 129 130 131 132

RM RM RM RM RM RM RM RM
133 135 136 137 138 139 140 141

RM RM RM
142 143 144

1
0.43
0.4
0.57
0.54
0.54
0.54
-0.8
-0.5
0.53
-0.6
0.33
-0.5
0.27
0.32
0.58
0.13
-0.1
-0.4
0.67

0.43
1
-0.1
0.73
0.74
0.74
0.74
-0.8
-0.7
0.4
-0.8
0.83
-0.8
-0
0.42
0.78
0.41
-0
-0.7
0.62

-0.5
-0.7
-0.1
-0.8
-0.6
-0.6
-0.6
0.85
1
-0.6
0.8
-0.8
0.56
-0.4
-0.5
-0.9
-0.3
-0.1
0.61
-0.9

-0.1
-0
-0.2
0.1
0.1
0.1
0.1
-0
-0.1
-0.1
-0.2
0
-0.1
0.1
0.2
0.1
-0.3
1
-0.2
0.3

0.4
-0.1
1
-0
-0
-0
-0
-0.2
-0.1
0.47
-0.1
0.13
-0
0.01
-0.1
0.07
-0.2
-0.2
-0
0.14

0.57
0.73
-0
1
0.71
0.71
0.71
-0.9
-0.8
0.46
-0.9
0.78
-0.8
0.13
0.77
0.83
0.41
0.07
-0.8
0.75

0.54
0.74
-0
0.71
1
1
1
-0.6
-0.6
0.44
-0.8
0.63
-0.8
-0
0.3
0.77
-0.1
0.14
-0.8
0.63

0.5
0.7
-0
0.7
1
1
1
-0.6
-0.6
0.4
-0.8
0.6
-0.8
-0
0.3
0.8
-0.1
0.1
-0.8
0.6

0.54
0.74
-0
0.71
1
1
1
-0.6
-0.6
0.44
-0.8
0.63
-0.8
-0
0.3
0.77
-0.1
0.14
-0.8
0.63

-0.8
-0.8
-0.2
-0.9
-0.6
-0.6
-0.6
1
0.85
-0.6
0.84
-0.7
0.66
-0.3
-0.7
-0.9
-0.4
-0
0.64
-0.9

-0.6
-0.8
-0.1
-0.9
-0.8
-0.8
-0.8
0.84
0.8
-0.6
1
-0.8
0.85
-0.2
-0.7
-0.9
-0.3
-0.2
0.8
-0.8

0.33
0.83
0.13
0.78
0.63
0.63
0.63
-0.7
-0.8
0.55
-0.8
1
-0.7
-0
0.54
0.71
0.38
0.01
-0.8
0.59

-0.5
-0.8
-0
-0.8
-0.8
-0.8
-0.8
0.7
0.6
-0.5
0.9
-0.7
1
0.1
-0.5
-0.7
-0.2
-0.1
0.9
-0.6

0.27
-0
0.01
0.13
-0
-0
-0
-0.3
-0.4
0.23
-0.2
-0
0.08
1
0.18
0.31
0.11
0.15
0.02
0.45

0.32
0.42
-0.1
0.77
0.3
0.3
0.3
-0.7
-0.5
0.28
-0.7
0.54
-0.5
0.18
1
0.52
0.62
0.17
-0.6
0.57

0.58
0.78
0.07
0.83
0.77
0.77
0.77
-0.9
-0.9
0.52
-0.9
0.71
-0.7
0.31
0.52
1
0.18
0.07
-0.7
0.83

0.13
0.41
-0.2
0.41
-0.1
-0.1
-0.1
-0.4
-0.3
0.13
-0.3
0.38
-0.2
0.11
0.62
0.53
1
-0.3
-0.1
0.28

-0.4
-0.7
-0
-0.8
-0.8
-0.8
-0.8
0.64
0.61
-0.5
0.8
-0.8
0.85
0.02
-0.6
-0.7
-0.1
-0.2
1
-0.5

0.67
0.62
0.14
0.75
0.63
0.63
0.63
-0.9
-0.9
0.61
-0.8
0.59
-0.6
0.45
0.57
0.83
0.28
0.27
-0.5
1

Discriminating power model

This gives a more direct analysis as shown on the bar-chart in Fig.1. It comprises of the consensual bandwidth, middling bandwidth and
controversial bandwidth. Consensual means agreement, any office that falls within the consensual bandwidth is generally agreed to be of
standard. While middling refers to an assertion that is not really acceptable but lacks a solid reason to substantiate it. Therefore any office
that falls within the middling bandwidth is moderately acceptable. Controversial means a preposition that is generally unacceptable. Offices
that fall within the controversial bandwidth are out of standard. The discriminating power for each office was analysed as follows:
First, we partitioned the data collected for each office into four division and each division is denoted as follows, Q1 as the first partition,
Q2 as the second partition, Q3 as third partition up to Q4 as the last partition. The average of Q1 subtracted from the average of Q4 is then
the discriminating power (DP).
This same procedure is repeated for the remaining offices the results are then used to obtain a chart of discriminating power against office.
The discriminating power is as depicted in Fig.1.
Table 4. The discriminating power for each office

Rms 125 126 127

3.8 3.4 4.2
DP

128 129 1 32 1 33 1 35
2.4 2
4.4
4.8
3.6

1 36 1 37
2.6 4.4

1 38 1 3 9 140
4
3.2
2.8

Figure 1. The discriminating power for each office

141
4

142 143 144

3.4 3.8 2.6

Contemporary Issues on Office Environment

295

Internat ional Jour nal of Engineeri ng Science s, 2(7) July 2013

3.

Results and discussion

From Table 2, all negative values indicate that such a room is far from standard. The positive signs show that it is close to standard. The
zero values also indicate that it is close to standard. From Table 3, high values either positive or negative indicate that the two offices
correlated have a lot in common. Correlating room 144 and room140 gives the following similarities: (a) Control of direct sunlight,
(b)Provision of portable drinking water (personal bottled water) (c) Suitable and sufficient washing facilities (no hand- washing facilities)
(d) Convenience room (they use students rest room) (e) Adequate space to work (their office spaces are minimally congested) . Also,
correlation between Room 128 and Room 139 gives the following similarities: Control of direct sunlight, Desks used in working, Glare
from monitor screen while working (their monitor screen are directly facing the window), Provision of portable drinking water (sachet
water), Convenience room (they use students rest room).
From Fig.1, it is obvious that rooms within the consensual bandwidth are Rooms 129, 128, 136 and 144. The reasons for their being in the
consensual bandwidth are as follows: (a).The rooms are spacious, (b).The files, materials, textbooks, etc are well arranged in a filing
cabinet, (c). The work desks are not crowded. In room 136, the position of the desk is in such a way that the occupant is not directly under
the air vent of the air condition unit, which should be the normal positioning for all offices. Also the occupant is not backing the window
which is the normal sitting arrangement. Also from Fig.1, the rooms within Middling Bandwidth are 126, 135, 139, 140 and 142. They are
less crowded and moderately arranged like room126. Rooms 125, 127, 132, 133, 137, 138, 141, 143 are in the controversial region. Most
of the above offices are crowded, some of them with two occupants like rooms 141, 137, 133. Rooms 141 and 137 are crowded with mostly
files and document because of the administrative work being done in the office.

4.

Conclusion and Recommendations

The office environment, health and safety of mechanical engineering department have been investigated. Results showed that about 24% of
offices are in favorable condition. Office rooms 129, 128, 136 and 144 can be used as a model or standard which other offices can adapt.
It is recommended that, worn -out chairs should be replaced with adjustable castor wheel chairs. Files not in immediate use should be
forwarded to the store. The floor should be free from obstacles or unnecessary materials. Offices should be arranged in such a manner that
the occupant sits parallel to the window to avoid direct glare of sunlight on their computer screen while working. Offices should be
arranged in such a way that the occupant does not sit under the air conditioning unit to avoid health problems. However, if the occupant sits
directly under the air conditioning unit the air vents should be directed away from the seats.

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Olagbegi P.O. et al.

296

Inter nat ional Journal of Engineer ing Sci ences, 2(7) July 2013

Appendix
Nomenclature

x = One of the office deviation , y =

=
the
summation
of
the
product
of
the
deviation
of
the
two
offices
to
be
correlated,
xy

x2 = the summation of the

x= the deviation, Xij = the score from the data matrix, XI = the mean of the outcomes, r j k = correlation coefficient,
another office deviation,

square of the deviation of one of the rooms to be correlated with others,

y 2 = the summation of the square of the deviation of the other room to be

correlated with the first, STD = Standard deviation, Rms = Office room, DP = Discriminating Power

Questionnaire
Please thick or comment where necessary
Staff Name: ____________________________________________
Sex:
male [ ]
female [ ]
Age:
35 below [ ]
35-40 [ ]
40- 60 [ ] 60 and above [ ]
Position : ______________________________
1.

2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
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An office does not have an agreed definition, but it is normally regarded as a place of work where clerical and administrative
work activities are carried out. Do you agree with the above definition of an office? Very correct [ ]
Fairly correct
[ ]
Incorrect [ ]
The word safety refers to your freedom from danger, injury and damage, and to your personal security. Do you agree with the
above definition of safety? Very correct [ ] Fairly correct [ ]
Incorrect [ ]
Is safety necessary in the office? YES [ ] NO [ ]
How conducive should an office be? Very Conducive [ ] Fairly Conducive [ ]
Conducive [ ] Not Conducive [
]
Do you think an office should have a convenience room? YES [ ] NO [ ]
Do you think there should be fire extinguisher in every office? YES [ ] NO [ ]
Do you think there should be fire trash bin along corridors as well as offices? YES [ ]
NO [ ]
In case of fire outbreak, do you know how to use a fire extinguisher? YES [ ]
NO [ ]
Have you ever been involved in any fire incidence? Yes
[ ]
No [ ]
If yes, how did you react? Took charge [ ] dazed[ ] panicked [ ]
Do you think it is necessary to educate both students and lecturers how to use fire extinguishers? YES [ ] NO [ ]
Do you think mechanical offices are hazard free? Very free [ ]
Fairly free [ ]
Not free [ ]
If no, what degree of hazard do you expect? Very serious [ ]
Fairly serious [ ]
Not serious [ ]
Are you comfortable with the lighting in engineering offices? Yes [ ]
No [ ]
If no, how do you think it can be improved? (a)Using a bulb whose lightening can be regulated [ ] (b) I am okay with
anything [ ]
Do you think the traditional locks are very safe? YES [ ] NO [ ]
Are you comfortable with carrying bunch of keys around? Very comfortable [ ]fairly comfortable [ ]Not comfortable [ ]
If no, do you think keyless door lock is more preferable? YES [ ]
NO [ ]
Do you prefer a traditional key lock to the keyless door lock that uses codes? YES [ ]
NO [ ]
Have you had an incidence where you forgot your office keys at home or lost it completely? YES [ ] NO [ ]
Do you prefer closing your door manually? YES [ ]
NO [ ]
If no, do you prefer using a door closer mechanism that help you close the when is opened? YES [ ]
NO [ ]
Do you agree that the installed keyless door lock restricts unauthorized access to mechanical offices? YES [ ] NO [ ]
Do you think the keyless door lock favors (a) both students and lecturers [ ] (b) students only [ ]
(c)
lecturers only [ ]
Do you agree the keyless door lock makes engineering offices safe? YES [ ]
NO [ ]
Do you like an office with an air-conditioner? YES [ ]
NO [ ]
Do you think is necessary to have a television set in an office? YES [ ]
NO [ ]
Do you think it is compulsory to have a computer system in an office? YES [ ]
NO [ ]
Under what atmosphere do you work best? Extremely Noisy environment [ ] Moderately Noisy environment [ ]
Calm
Environment [ ]
Have you ever had an incidence of theft, unauthorized access to your confidential files? Yes [ ] No [ ]
Are First Aid Kits readily accessible? Yes [ ]
No [ ]
Have fire extinguishers/ equipment been serviced in last 6 months? Yes [ ] No [ ]
Is it true that the faculty generator generates excessive noise that disturbs your activities in the office and lecture theatres? Only in
the office [ ] only in the lecture theatres [ ] both [ ] none [ ]
The cleaning fluid used in cleaning the floor and passages exudes a strong smell that may rouse a nauseating feeling? Yes [ ]
No [ ]
Have you noticed that the convenience rooms close to the Dean office sometimes exudes a stench? Yes [ ] No [ ]